Streamlining acquisition workflows through collaboration and innovation

Ruth Gagliardi & Xiaoyan Song

Acquisition and Discovery Department at NCSU Libraries

Agenda● Introduction of CORAL● Monographs acquisition workflows● Reflection on collaboration and innovation● Questions

What is CORAL?

● Open source Electronic Resource Management (ERM)● Five modules● Multiple languages (English, French, Mandarin and German)

CORAL Team● The teams

○ Steering Committee○ Web Committee ○ Affiliates

● New CORAL website launched in March 2018○ http://coral-erm.org/

NCSU’s CORAL Timeline

Monographs Firm Orders

Internal IT development

Continuing Resource New Orders

Grant funded development

2013.12 December

2015.2 - 2015.7May

2015.10 2016.3 - 2017.8 March

CORAL 2.0

2017.9 - Present March

Monograph orders are split between two major sources

● YBP Book jobber - GOBI

● Single Vendors - ○ Amazon○ Abebooks○ Publishers○ Web pages, etc.

Monographs Firm Ordering

Loose printouts

Early 2013 Dec. 2013

Oct. 2017

Testing of CORAL

July 2015API Form

Google form into EXCEL

Timeline of Firm order receipt workflows

2013-2015

Let’s take a look at CORAL!

There are five tabs within the CORAL Resources module*Home --- New Resource --- My Queue --- File Import --- Admin

CORAL Resources Module - Home

Let’s start with the Admin Tab!

Admin Where all the behind the scenes action happens

Ease of adding data to each element

● Open the element

● Click “add new type”

● Add data to the popup

● Submit.

Setting up User Groups

Workflows3 Required Elements Acquisitions Type

Resource TypeResource Format

Resource Requirements

● Acquisitions Type● Format● Type

Edit a workflow

● Add a new step ● Delete a step● Assign a group ● Assign parent step● Move a step

.

Setting up a CORAL Workflow

To see a more complex workflow…..

…...let’s look at our One-time purchase workflow

Example of a complex workflow with multiple steps

How CORAL works for Monographs

Monographs Order Workflow via CORAL

Selectors submit order requests via CORAL API form

Specialist receive email notification and assign orders to staff

Staff receive email notification and process orders

Add API form screenshots

Workflow approved by Collections Managers

Notification

CORAL Product View

Click Acquisitions for Fund and Price

Choose a Workflow that fits the Resource request

Priority Order / Print / Monographs

Assigning the Monograph Resource

● Choose a User group from the dropdown● Apply to all later steps ● Do you need to add an additional note?

New Resource tool -- Manually creating a resource

How a Resource appears after it is Submitted

View of Complete CORAL Resource

A Quick look at My Queue

My Queue

File Import tool

At present Monographs has not made use of the file import too

Take it away, Yan.

Collaboration

Administration support

Internal cross functional team Stakeholders

Mutually beneficial partnership

Conflicts among diverse user community

Collaboration tools

Speaking of innovation ...● Necessity is the mother of invention.● Collaboration is the very spark of innovation itself.

Looking back ...Monographs (since 12/10/2013):

● Print order: 4368○ Priority order: 2926○ Basic order: 1442

● Ebook order: 114○ Priority order: 69○ Basic order: 45

● DVD order: 575● One-time purchase (1/11/2015 - ): 94

Continuing resources (since 10/9/2015):

● Continuing e-resources: 126● Continuing print: 4● Continuing print+e: 5

Looking forward ...● CORAL will be with us for a while● Continue participation through services on CORAL committees● 3.0 beta release highlights

○ April 9th!○ CORAL/EBSCO KnowledgeBase integration○ CORAL/ILS interaction○ Import tool enhancements○ Resource data dashboards view○ Allow for multiple orders

Questions?

rcgaglia@ncsu.edu

xsong9@ncsu.edu